BROADMAYNE PARISH COUNCIL
MINUTES OF THE PARISH COUNCIL MEETING
HELD IN BROADMAYNE METHODIST HALL
ON 3rd MARCH 2025
Present
Cllrs T Byrne, B Eason, K Ellis, T Larkin, D Lewis, and R Macer-Wright.
In attendance
Mr T Watton (Clerk) and nine members of the public.
The Chairman opened the meeting and welcomed those present.
Apologies for absence
24/200
Cllr A Evans and Dorset Cllr R Tarr sent their apologies
Public participation
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A resident asked whether there was any detail about the roads serving the proposed development adjacent to Broadmead and what had to be in place before the development work commences. In response, the Chairman drew attention to the 40+ conditions set out in the Outline Planning Permission and the S106 Agreement published on the Dorset Council Planning Portal. He assured everyone present that the Parish Council would be working with Dorset Council to ensure that the developers are held to everything they are required to do – which includes the roads. In response to a question from another resident regarding concerns about archeological remains, the Chairman commented that there should be a written schedule of investigation, and that we understand the County Archeologist will be monitoring this closely. The Chairman then went on to comment on the style and content of Abri’s presentation / exhibition public meeting scheduled for 13th March.
Another resident wished to comment further on the situation regarding the Washponds. It had been suggested at a previous meeting that a seat be installed on the land between the two bridges. The resident reported that he had spoken to an adjacent landowner who had confirmed that the piece of land in question did not belong to him. Since Wessex Water had also confirmed that it is not their land, the ownership of it remains uncertain. In the meantime, the Clerk agreed to obtain a price for a suitable bench.
A resident also commented with concern on the activity on the site adjacent to Knighton Lane opposite Old Brickfields. In response, those present were reminded that since the commencement of activity on this site 12 months ago the details had been brought to the attention of the various relevant Dorset Council Departments for them to take action – culminating most recently in a report to the Traveler Liaison Officer. In addition, the details have now been forwarded to the Dorset Council Ward Member for Broadmayne, Cllr Roland Tarr, with a request that he pursue the matter with the DC Officers and Departments concerned.
Finally, a resident expressed concerns about the temporary lock on the allotment gate, as it presents difficulties for plot holders accessing the site with bulky tools, wheelbarrows, etc. It was explained that the gate had been temporarily locked whilst a site inspection visit from the company responsible for the trackway damage was awaited. The concern in this regard is that any access involving vehicles may cause further damage to the trackway before it is repaired and therefore undermine negotiations With those who were responsible for the original damage. Those present were assured that as soon as the trackway damage has been rectified the gate will be unlocked. The suggestion of the installation of a pedestrian gate in the future was noted with thanks.
To receive any declarations of Interest and requests for dispensations
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There were none.
To approve the minutes of the meeting held on 3rd February 2025
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It was proposed that the minutes of the meeting held on 3rd February are approved as a correct record and signed at the meeting. RESOLVED
Planning and Tree Matters
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(a) Decisions and correspondence/updates on previous applications
(i) P/FUL/2024/00178 (amended plans) 6 Main Street Broadmayne DT2 8EB. Replace a detached garage with a new three-bedroom chalet bungalow with 3 off-road parking spaces. The DC Planning portal shows that this application was approved on 7th February 2025.
(ii) P/RES/2024/03752 19A Knighton Lane Broadmayne DT2 8PH. Erection of 3 detached bungalows (reserved matters application to determine access, appearance, landscaping, layout and scale following the grant of Outline planning permission P/OUT/2023/02031). The DC Planning portal shows that this application is still yet to be determined.
(iii) P/HOU/2024/05868 Ten Acres Conygar Broadmayne DT2 8LX. Convert loft into an annex with 4 no. dormer windows & installation of external staircase. The DC Planning portal shows that this application was approved on 7th Feb 2025.
(iv) P/HOU/2024/07315 9 Martel Close Broadmayne DT2 8PL. Erect an extension and new roof extension to form first floor accommodation. DC Planning portal shows that this application was approved on 18th February 2025.
(b) Consultations Received:
P/HOU/2025/00878 26A Martel Close Broadmayne DT2 8PL. Erect two single storey side extensions with roof lanterns. After consideration of this application the Council resolved to make NO COMMENT.
(c) Any planning matters received after publication of the agenda.
None
Reports
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Dorset Council Ward Member’s report: No report submitted by Dorset Cllr Tarr.
Playing fields: Cllr Ellis reported that the next BPFA meeting is scheduled for 15th May. A quantity of Playsafe woodchip is being ordered.
Village hall: Cllr Eason commented that meetings are to be held with solar panel installers and it is hoped that detailed quotes will be available by mid-March. It is understood that an electric vehicle charger is being considered for installation within the curtilage of the Village hall.
DAPTC: Central area committee: The DAPTC Central Area Committee has not yet met.
PCSO: The PCSO’s report was circulated to all members ahead of the meeting. There two incidents within the parish which had been reported to the Police in the last month – a report of sheep worrying, and a deer which had become entrapped in fencing at Broadmayne First school.
Broadmayne Community Speedwatch: Cllr Byrne reported on the two Speedwatch sessions which had been held during the last month:
13th Feb: Opposite the layby at the west end of the village: 368 vehicles monitored, 8 of which were identified speeding and reported on to the police. Top speed monitored 43mph.
27th Feb: Knighton Lane: 182 vehicles monitored, 3 of which were identified speeding and reported on to the police. Top speed monitored 42mph.
Financial Matters
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The Clerk had prepared the February financial statements, and circulated them to all members ahead of the meeting. This included the bank reconciliation to 28th February, a listing of all receipts and payments for the month of February, and a detailed budget report showing all receipts & payments vs budgets for all budget subheads for the financial year to date. These were received and noted. A copy is associated at Appendix 1 to these minutes.
It was RESOLVED to approve the following payments:
Payments already made:
Unity Trust Bank (monthly bank charge, Feb) £6.00
Payments to be made
St Martins PCC (Grant award for maintenance – grass cutting etc –
of churchyard. 2024-25) £1528.00
Water2Busioness (water supply for allotments 04/09/24-11/02/25) £36.50
Starboard Systems Ltd (Monthly fee for Scribe Allotments system) £21.60
T Watton (Salary March 2025) £637.76
HMRC Cumbernauld (PAYE & Employer’s NI, March 2025) £164.80
Wessex Grounds Services (Grounds Maintenance Q4 2024-25) £1171.09
Proposed, D Lewis; Seconded, B Eason.
24/206(b)
To consider a grant request from the organisers of a proposed Broadmayne Fete 2025 for £2750 in support of this event. This request had been circulated to all members in advance of the meeting. Queries were raised by members about the breakdown of expenditures included on the grant application form. It was evident that some expected costs had not been included; whilst areas of expenditure which were not appropriate to be funded by public money had been. The applicants noted these points and indicated that they would forward a revised version of their application for consideration in time for the April meeting of the Parish Council. The Parish Council recognised the hard work the fete organisers are putting in on behalf of the Broadmayne community as a whole, and offered their thanks for that.
Governance Matters
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(a) Report back and recommendation on the review of the Council’s Internal Controls plan / internal audit checklist. The Parish Clerk referred to the written report covering each aspect of the Internal Control Plan / Internal Audit checklist which he and Cllr Eason had reviewed in detail during February. This report had been circulated to all members ahead of this meeting. Members noted that all aspects of the plan and checklist were satisfactorily covered, with the exception of item 3f – concerning the Internal Auditor. In view of the range and complexity of governance matters to be covered by Internal Audit, as well as the need for the Auditor to be able to interact with the Scribe accounts package, it was RECOMMENDED to seek to appoint a suitably experienced Internal Auditor who has knowledge and competence in these areas. It was RESOLVED to accept the report, and this recommendation.
(b) To consider quotes and a recommendation for appointment of an Internal Auditor for year ending 31 March 2025. The Parish Clerk reported on his enquiries amongst well established Internal Auditors who have extensive experience and competence with the Local Council sector and familiarity with P&TC accounts packages. It was RESOLVED to appoint Paula Harding, principal with Barker Fox Associates, as Internal Auditor for the year ending 31st March 2025. The Parish Clerk indicated that he would write to her accordingly.
(c) To consider an approach to the review of the Parish Council’s insurance cover for 2025/26. Cllr Byrne kindly agreed to work with the Parish Clerk on this, ready for a report back to the Parish Council at the April Council meeting.
Review of the Broadmayne Community Emergency Plan – To consider the next steps.
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Cllr Larkin reminded those present that he had contacted everyone on the list of volunteers to confirm whether they wished to continue in the identified roles and that around 90% of them had agreed to do so. Some further volunteers are therefore needed. He also reiterated the need re-establish the membership of the Committee which will take charge in the event of an emergency – and especially the need to reappoint a “Community Emergency Response Coordinator” and a deputy for that role. Council members were encouraged to consider this, and for volunteers to contact Cllrs Larkin or Evans as soon as possible. It was agreed to include a short article in next Compass Magazine seeking volunteers to fill the remaining gaps in the plan and on the committee.
On a related subject, Cllr Macer-Wright drew attention to the requirement for all energy suppliers to identify households with “at risk” residents – i.e. children under 5 and elderly people. Householders are therefore encouraged to contact their energy supplier(s) accordingly.
Matters of report
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The Clerk reported on the following matters:
(i) Allotments; The plot handed back last month has now been re-let. There are no vacant plots. There is one person on the waiting list actively hoping for a plot ASAP, and three people who are interested but not currently ready to take a plot on. We are awaiting further news about a site visit from the company who are due to make good the damage they did to the trackway when working on the site on behalf of SSE last year. A gap has appeared in the hedge at the south-west corner of the allotment field, which may need to be closed.
(ii) Highways issues: the Clerk had circulated to all members an updated version of the report listing the latest status of highways related faults which have been reported via the DC online fault reporting systems since the last meeting. This included a further report of the blocked drains in Beech Close, repeated requests for the replacement of the missing road name signs for Beech Close and Watergates Lane, a 250metre section of the A352 which had been left covered in mud due to agricultural vehicle movements, and an apparent slippage of a section of roadside bank in Knighton Lane.
(iii) Road works. None
(iv) Progress towards obtaining quotes for a .gov.uk domain / email addresses; The Clerk referred Council members to a detailed written report he had circulated to all members ahead of this meeting. The report provided background to the need to move to a .gov.uk email address, discussed the advantages of all council members also using one, the related necessity for the website to meet WCAG2.2AA accessibility standards, and the options for moving forward. The Clerk went on to explain the enquiry regarding WCAG2.2AA compliance which has now been raised with the current website provider as a necessary next step. In the meantime it was RESOLVED that the change will include .gov.uk addresses for the Clerk and all Council members. This is in line with the best practice set out in the Practitioners Guide. Further updates will be provided at the next Council meeting.
24/209(b)
The Council Chair
commented on a meeting between Council members and representatives of Boon Brown Planning agents and Abri Housing at which they outlined the information about the detail of the proposed development on land adjacent to Broadmead which they intended sharing with residents at a public meeting on Thursday 13th March 4pm-7pm at St Martins Community Hall.
24/209(c)
Reports from Councillors:
Cllr Lewis noted the fine display of daffodils at the crossroads. The Council wished to thank those members of the community who were responsible for planting them.
To note any matters received after the publication of the agenda
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There were none.
Next meeting
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The next meeting will take place on Monday 7th April 2025 in the Methodist Church Hall, unless otherwise advised.